Summary
Overview
Work History
Education
Skills
Languages
Timeline
Generic

Denise DelCastillo

Tampa,FL

Summary

Dynamic Office Manager at Florida Kidney Physicians with expertise in staff training and scheduling coordination. Proven track record in enhancing operational efficiency and ensuring compliance with policies. Proficient in EMR Athena and payroll processing, demonstrating strong leadership and organizational skills to drive team success and improve patient care outcomes.

Experienced Office Management and Administration Professional experienced optimizing productivity, efficiency and service quality across various environments. Highly dependable, ethical and reliable support specialist and leader that blends advanced organizational, technical and business acumen. Work effectively with cross-functional teams in ensuring operational and service excellence.

Overview

35
35
years of professional experience

Work History

Office Manager

Florida Kidney Physicians
12.2018 - Current
  • Oversee two transplant offices, ten transplant physicians, five APRNs, and eleven staff members.
  • Create schedules for the physicians and APRNs for the TGH transplant unit, TGH Rounding Schedule, TGH Rehab, dialysis rounds, and CKD clinics for four locations.
  • Day-to-day staffing, I ensure staff show up on time for work, approve vacations, arrange coverage, etc.
  • H.R. – coaching and counseling, interviewing replacements, payroll, and time clock. Compile employee payroll information for payroll approval.
  • Process claims for short-term and long-term disability, assisting employees experiencing medical conditions, pregnancies, surgeries, etc, with MetLife.
  • Provide office orientation for new staff.
    Conduct training programs as required by TGH Epic, Advent Health, Baycare, Quest, Labcorp. PMD and Athena, for patient records, purchasing and procurement, facilities, and other areas as required by administration
  • Coordinate the daily activities of the office staff to ensure proper coverage at all times.
  • Supervise, manage, and monitor the offices and assigned medical staff in achieving customer service excellence and customer relationship management.
    Ensure staff schedule/reschedule patients
  • Ensure staff register new patients in the practice management (PM) system by accurately. entering their demographic and insurance information.
  • Ensure staff acquire medical records on all new patients to be scheduled. Triage for urgency.
  • Ensure staff obtain referral or authorization on all necessary patients.
  • Ensure staff provide first pass request for labs and testing on follow up patients.
  • Ensure staff prepare patient chart summaries for physician appointments, review weekly batches for accuracy and scan into public folder.
  • Assist with the implementation, monitoring and determining adherence of staff compliance to policies and procedures.
  • Prepare, compile, develop, and present a variety of regularly scheduled and/or ad hoc narrative, statistical reports and presentations.
  • Supervise, oversee, and work in a complex organization.
  • Serve as a resource to clinical staff in providing support and assistance to patients, families, medical office staff, and others having business with the TGH Transplant Unit and Florida Kidney Physicians.
  • Oversee, work in, and on a sophisticated computer system performing data entry, completing forms, conducting statistical analysis, and related office support
  • Proficient in Athena dashboards: MD, staff, and practice staff buckets, hospital buckets, supervisor buckets, clinical in-box.
    End of day reconciliation - perform all Athena-related tasks, including bank deposits, credit card close outs, etc.
  • Arrange for maintenance/repairs for all office machinery.
  • Oversee and order office supplies, medical equipment, track, and monitor office utilization
  • Serve as facility representative for new patients and families, visiting physicians, and other medical practice representatives.
  • MD schedule: ensure all schedules are booked correctly, accurately, and timely.
  • Address all day-to-day issues and day-to-day needs.
  • Inform the Administration of operational problems and concerns
  • Assist with marketing.
  • Coordinate, work with, and assist vendors, contractors, and others as required
  • Maintain patient confidentiality.
  • Page physicians as necessary.
  • Make bank deposits as per cash policy.
  • Coordinate weekend physician covering at TGH.
  • Attend required meetings and participate in committees, as requested.

Clinical Medical Assistant Specialist

Florida Kidney Physicians
07.2017 - 12.2018
  • Room patients and complete full patient intake, including vitals, allergies, medication reconciliation, and recording recent flu and pneumonia vaccinations. Asses patient symptoms, reactions, and physical condition. Records all data in AthenaClinicals.
  • Ability to effectively determine response priority and level for patient telephone calls and patient portal messages, consult with physician or physician assistant or nurse practitioner and document appropriately.
  • Responsible for collecting specimens and following CLIA regulations.
  • Assist with facilitating referrals to specialty care, imaging, and laboratory studies as ordered by the physician, physician assistant, and nurse practitioners. Coordinate with others to make sure the patient is appropriately set up for any required lab studies or imaging.
  • Performed swabbing for Genetic testing.
  • Call patients with test results or instructions as provided by the physician or physician assistant or nurse practitioner.
  • Prepare for patient office visits and prepare lab work in patient charts. Make patient reminder calls for lab work (2) two weeks prior to patient appointments.
  • Scans and attach patient medical records and administrative documents in AthenaClinicals. Review and process incoming faxes and flow labs that are not electronically sent.
  • Prepare payment batches and maintain accurate office cash transactions.
  • Process medication authorizations and refills. Organizes drug sample closet and discards expired medications appropriately.
  • Reschedule patients as appropriate by maintaining Athenaclinicals automated appointment scheduling reminder system. Maintain appointment waitlist and schedule appointment from waitlist when feasible.
  • Trainer for other medical support staff or students.

Contract Administration Contract Specialist II

City Of Tampa Government
06.2006 - 05.2015
  • Performed highly responsible and technical administrative work involving all phases of contract reporting for architectural and engineering, construction projects, including data retrieved from various citywide departments, such as; Wastewater, Stormwater, Parks and Recreation.
  • Processed contracts and created Resolutions for approval for the Mayor's office and City council.
  • Provided assistance to a contract manager and two contract coordinators. Assisted and trained administrative and clerical personnel.
  • Monitored, reviewed, and presented periodic and special statistical and financial reports.
  • Established and maintained specialized file record-keeping systems
  • Monitored the progress of the City contractors on construction improvement projects and tasks
  • .Monitored and researched informational resources for the status of all City contracts.
  • Assisted in the creation, maintenance, and update the Departments web-based data resource system
  • Data gathering/maintenance of data tracking systems.
  • Worked with project managers, professional consultants and contractors as required to communicate and report problems, issues or delays of construction projects.
  • Reviewed, revised, and processed the completion of bid proposals
  • Reviewed and negotiated sales and rental contracts
  • Developed standard work and standard processes for sales contract review and approval
  • Participated in departmental projects, particularly those relating to contract processes

Mayors Office Administrative Assistant

City Of Tampa Government
05.2000 - 05.2006
  • As the administrative assistant to the Honorable Mayor Dick Greco and Pam Iorio, I was responsible for confidential secretarial and related administrative services.
  • Provided administrative support including mailing, collecting, preparing, and supplying information for use in discussions and meetings with the Mayor, Common Council committees, Administrative Managers/ Supervisors, staff members, and citizens.
  • Composed letters and memoranda; responsible for preparing, typing, and distributing reports and interoffice and press-related memos and documents issued by the Mayor's Office.
  • Received phone calls and visitors, responded to complaints from citizens and employees, arranged meetings independently on conferences and appointments, maintained a daily correspondence file and appointment calendar, made travel arrangements for the mayor, and maintained a tickler file on scheduled future events and activities.
  • Prepared and coordinated all requisitions for supplies and requests for payment for the Mayor's Office.
  • Assisted the Mayor in preparing the Annual Budget, and provided recorded information to all Administrative Managers/Supervisors, department heads and Directors in need of budgetary matters.

Purchasing Coordinator

City Of Tampa Government
08.1990 - 09.2000
  • Preparing bids, resolutions, and contracts; assisting in determining availability, costs, and purchasing time; maintaining product codes and vendor information; performing routine ordering of supplies and equipment.• Processing real estate purchase orders.
    Preparing large volume statistical reports, bids, resolutions, and contracts. Prepared reports, specifications, and administrative forms from rough draft, on own initiative.• Monitoring the status of projects; monitoring and preparing schedules of meetings or related activities.• Verifying invoices for supplies, materials and services; verifying records; reviewing and proofreading legal documents.
  • Worked closely with the City legal department.

Education

High School Diploma -

Jefferson High School
Tampa, FL
06-1993

Skills

  • Proficient in Qgenda
  • TGH Epic
  • Baycare
  • Advent Health
  • Outlook
  • EMR Athena
  • PMD
  • ADP
  • Ceridian Dayforce Payroll
  • Excel
  • Staff hiring
  • Office administration
  • Scheduling and calendar management
  • Office management
  • Team supervision
  • Scheduling coordination
  • Payroll processing

Languages

Spanish
Native or Bilingual

Timeline

Office Manager

Florida Kidney Physicians
12.2018 - Current

Clinical Medical Assistant Specialist

Florida Kidney Physicians
07.2017 - 12.2018

Contract Administration Contract Specialist II

City Of Tampa Government
06.2006 - 05.2015

Mayors Office Administrative Assistant

City Of Tampa Government
05.2000 - 05.2006

Purchasing Coordinator

City Of Tampa Government
08.1990 - 09.2000

High School Diploma -

Jefferson High School

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